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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: March 19, 2025
To: Honorable Mayor and City Council Members
From: Bill Gallardo, Interim City Manager
Lynn Merrill, Director of Public Works
Department: Public Works
Subject: Approval of Task Order Number 002 to Rick
Engineering for a total amount not to exceed $70,260
for Design Services on the Pepper Street Storm Drain
from Lynwood Drive South to Piedmont Drive
(Lynwood Drive Storm Drain) (Ward 4)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, adopt Resolution 2025-266:
1. Approving Task Order Number 002 with Rick Engineering Company, Inc,. in the amount of $58,550.00 for Storm Drain design services for Pepper Street Storm Drain from Lynwood Drive South to Piedmont Drive (Lynwood Drive Storm Drain) Project; and
2. Authorizing design contingencies, project management, and administrative costs in the amount of $11,710.00; and
3. Authorizing the Director of Finance and Management Services to amend the FY 2024/25 Capital Improvement Plan by re-allocating $70,260.00 from the Storm Drain Upgrade project to the Pepper Street Storm Drain from Lynwood Drive South to Piedmont Drive (Lynwood Drive Storm Drain) Project; and
4. Authorizing the City Manager or designee to execute an all documents necessary for the Task Order with Rick Engineering Company; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
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Executive Summary:
Approving the task order with Rick Engineering for storm drain design services for Pepper Street Storm Drain from Lynwood Drive South to Piedmont Drive will address drainage issues, improve water flow management, and enhance the area’s infrastructure. This task order aligns with the City’s commitment to maintaining and upgrading essential infrastructure, ensuring the safety and well-being of residents, and allowing the project to proceed on schedule as part of ongoing improvements to the City's stormwater management system. This Task Order is being issued through an existing pre-approved on-call list, and the design services will be funded by the Storm Drain Construction fund.
Background
The Lynwood Drive Storm Drain project, located along the Pepper Street Storm Drain, extends from Lynwood Drive South to Piedmont Drive. This project aims to address critical stormwater management concerns in the affected area, which includes portions of Lynwood Drive, Piedmont Drive, and surrounding neighborhoods. The existing storm drain system along this corridor has been facing operational challenges due to aging infrastructure, undersized drainage capacity, and inadequate flow management, which have contributed to frequent flooding issues during heavy rain events. The project’s design services will focus on updating the storm drain system to ensure proper flow, improve drainage efficiency, and mitigate flooding risks within this area. The project's scope includes detailed engineering assessments and design services that will address the technical and geographic constraints, including limited available space for infrastructure improvements, and ensuring that the upgraded system meets both current and future needs for the surrounding community.
For clarity and consistency, this report will refer to the project as the Lynwood Drive Storm Drain project, which is the commonly recognized term in related documentation and discussions.
The Storm Drain Upgrade is an ongoing initiative aimed at addressing various stormwater management needs throughout the city. The project fund is used to support the completion of storm drain improvements, upgrades, and maintenance, including efforts such as the Lynwood Drive Storm Drain project. As of the current period, the Storm Drain Upgrade project has an available balance of approximately $1,853,580.84. This fund is utilized to support projects like the one being proposed, ensuring the city's storm drain infrastructure is effectively managed and enhanced.
This project is funded with the use of Development Impact Fees (DIF). The fees are charged on new development projects to fund the necessary infrastructure and public services required by the growth. These fees are typically used for the construction and improvement of roads, parks, schools, and other essential facilities. However, DIF funds are restricted to being used only for the purposes for which they were collected, ensuring they directly benefit from the development areas that generate them.
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On November 16, 2022, the Mayor and City Council approved the award of five- year On-Call Services Agreements with various engineering firms to provide a broad range of professional services to the city. These agreements allow the City to streamline procurement processes and efficiently engage qualified firms as needed for specific projects. Rick Engineering is one of the approved on-call services providers.
On June 26, 2024, the Mayor and City Council adopted Resolution No. 2024-142, approving and adopting the City of San Bernardino’s Operating Budget and Capital Improvement Plan for Fiscal Years 2024/25 and 2025/26. This resolution sets the framework for the City’s strategic priorities, which include enhancing infrastructure and addressing critical needs within the community. The approval of the Capital Improvement Plan ensures that necessary projects, such as the storm drain improvements at Lynwood Drive, receive the appropriate funding and resources to proceed in alignment with the City’s long-term planning goals.
Discussion
The project aims to address the management of natural spring water in the area while maintaining the integrity of existing stormwater flows. The spring water, which begins on the west side of Pepper Street, approximately 200 feet north of Lynwood Drive and North Pepper Street intersection, has created challenges for the local drainage system.
To mitigate this, the project involves constructing about 500 linear feet of storm drain along Pepper Street to divert the spring water into an existing catch basin at the end of the Pepper Street cul-de-sac. The design will include a drop inlet system and potentially reconstructing an under-sidewalk curb drain to effectively manage the additional flow. City staff requested proposals from pre-approved on-call engineering consultants to provide a solution for this diversion. The proposal request outlined the need for a comprehensive plan, including engineering design, surveys, and coordination with utility providers to ensure that the design avoids conflicts and is appropriately sized for the increased flow. Proposals were evaluated based on technical approach, experience, and cost to identify the most qualified vendor for the project.
City staff requested design proposals from on-call engineering consultants for the project. The City received one proposal included in the table below.
In the proposal request, vendors were asked to provide a detailed plan to divert the existing water flow from the spring water. The scope of work outlined in the proposal included all necessary engineering and design efforts to manage the diversion of this water flow, with the expectation that all relevant information for the project would be ProposalsRick Engineering Riverside, CAIMEGPasadena, CAHernandez, Kroone & Associates San Bernardino, CA 2 2
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provided in the attached documentation. The proposals received are evaluated based on their technical approach, experience, and cost to ensure the selection of the best- suited vendor for the task.
Staff have reviewed the proposals and recommend Rick Engineering Company of Riverside, California to complete the design for this project. The proposal demonstrated a clear understanding of the project needs and includes a competitive price of $58,550.00. Additional funds are recommended for design contingencies, project management, and administrative costs in the amount of $11,710.00 The total cost of design, design contingencies, project management, and administrative costs is $70,260.00.
At the close of the last fiscal year, the funding balance for the Storm Drain Upgrade project was $1,548,098.54. After allocating funds for the Hill & Acacia Storm Drain and 19th Street Storm Drain projects, the remaining balance for the Storm Drain Upgrade was $1,346,188.54. This fiscal year, the funding balance for the project has increased to $1,853,580.84, due to an additional budget allocation of $500,000.00 approved during the fiscal year budget adoption.
The Storm Drain Upgrade project typically funds similar drainage improvement projects, and creating a separate capital improvement project will streamline project management and administrative processes. This proposed allocation will not impact any other ongoing storm drain projects. The current balance of $1,853,580.84 reflects the increased budget, with $70,260.00 designated for the Lynwood Drive Storm Drain project and $68,760.00 allocated for the Pleasant Hill Storm Improvements project, leaving a total remaining balance of $1,714,560.84 in the Storm Drain Upgrade. Please note that this balance is pending approval by the Mayor and City Council (MCC) on March 19, 2025.
The table below shows the project balance after both storm drain projects are adopted:
Design CostDesign Fee$58,550.00Contingency$11,710.00Total Design Cost$70,260.00 Project BalanceStorm Drain Upgrade $1,853,580.84Lynwood Drive Storm Drain $70,260.00Pleasant Hill Storm Improvements$68,760.00Remaining Budget for Storm Drain Upgrade$1,714,560.84 *Pending March 19, 2025 MCC Approval 2 2
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2021-2025 Strategic Targets and Goals
This project is consistent with Key Strategic Target and Goal No. 1: Improved Operational & Financial Capacity – Minimize risk and litigation exposure. Approval of this design services will result in public improvements being constructed that minimize property damage and health risks through upgrading the existing drainage system.
Fiscal Impact
There is no General Fund impact associated with this action. The fiscal impact for this item is $70,260.00. Fiscal Year 2024/25 CIP Budget will be amended by transferring $70,260.00 from the Storm Drain Upgrade project to the Lynwood Drive Storm Drain Project.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California adopt Resolution 2025-266:
1. Approving Task Order Number 002 with Rick Engineering Company, Inc,. in the amount of $58,550.00 for Storm Drain design services for Pepper Street Storm Drain from Lynwood Drive South to Piedmont Drive (Lynwood Drive Storm Drain) Project; and
2. Authorizing design contingencies, project management, and administrative costs in the amount of $11,710.00; and
3. Authorizing the Director of Finance and Management Services to amend the FY 2024/25 Capital Improvement Plan by re-allocating $70,260.00 from the Storm Drain Upgrade project to the Pepper Street Storm Drain from Lynwood Drive South to Piedmont Drive (Lynwood Drive Storm Drain) project; and
4. Authorizing the City Manager or designee to execute all documents necessary for the Task Order with Rick Engineering Company; and
5. Authorizing the City Manager or designee to expend the contingency fund, if necessary, to complete the project.
Attachments
Attachment 1 Resolution 2025-266
Attachment 2 Task Order Number 002 with Rick Engineering Company Attachment 3 Location Map
Ward:
Fourth Ward
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Synopsis of Previous Council Actions:
June 26, 2024 Mayor and City Council adopted Resolution No. 2024-142 approving and adopting the City of San Bernardino’s Operating Budget and Capital Improvement Plan for Fisal Years 2024/25 and 2025/26.
November 16, 2022 Mayor and City Council approved award of a five-year On-Call Services Agreements with various engineering firms.